6640--Sources Sought Notice - Avantik QS12 Cryostat System - Providence VAMC

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Contract Opportunity

1. Purpose

This is a Sources Sought Notice issued solely for market research purposes. The Department of Veterans Affairs (VA), Regional Procurement Office East, Network Contracting Office 1, is seeking information from interested vendors capable of providing the brand name Avantik QS12 Cryostat System.

This notice does not represent a solicitation or a commitment by the Government to issue a solicitation.

2. Background

The VA Providence Health Care System requires the brand name Avantik QS12 Cryostat to serve as a fully compatible backup to its existing cryostat system. Maintaining the same make and model is essential to ensuring seamless operational continuity, eliminating variability in performance, and preserving consistency in clinician workflow.
No substitutes or alternate products will satisfy agency needs.

Brand Name Justification Summary
The Avantik QS12 Cryostat is required because it is identical to the system currently in use at the VA Providence Health Care System. Acquiring the same model ensures full compatibility, avoids workflow disruptions, and maintains consistent operation and maintenance across both systems. A like model backup also reduces the risk of diagnostic inconsistencies, eliminates delays associated with learning or validating a different platform, and ensures uninterrupted service continuity. This approach streamlines maintenance, optimizes efficiency, and supports patient care readiness.

3. Required Supplies and Services

The VA is seeking brand name Avantik products only:

(1) Avantik QS12 Cryostat Machine (PN: QS12)
(1) SE3090-K HP Avantik Cryostat Accessory Kit
One year manufacturer s warranty (parts and labor)
Delivery, installation, and training

Installation Services
The contractor shall:

Provide full onsite installation
Coordinate implementation with the COR
Ensure installation personnel are manufacturer trained
Remove and dispose of all packing materials and installation waste
Comply with VA security, PPE, and infection control requirements

Training Requirements
Contractor must provide thorough onsite training, including:

Technical, operational, administrative, and troubleshooting training for clinicians
Competency assessments
Technical training for Clinical Engineering on mechanics, electronics, maintenance, and troubleshooting
Training conducted onsite during normal business hours (7:00am 3:30pm, Monday Friday)

4. Place of Performance:

Providence VA Medical Center
830 Chalkstone Avenue
Providence, RI 02908

5. Contractor Qualifications

Interested vendors must:

Be authorized to distribute Avantik brand name products
Provide documentation showing authorization from the OEM
Be capable of performing installation, training, and warranty services
Comply with all VA requirements (OSHA, infection control, PPE, security, etc.)

6. Requested Information From Respondents

Vendors responding should submit:

Company name, address, SAM UEI, and point of contact
Business size and socioeconomic classification (SDVOSB/VOSB if applicable)
Proof of Avantik OEM authorization
Ability to provide all brand name items listed
Ability to provide installation, training, and warranty
Delivery lead time
Country of origin of equipment
GSA FSS contract number (if applicable)
Past performance with similar equipment

7. Submission Instructions

All responses shall be sent electronically to: Dewan.Britton@va.gov

8. Disclaimer

This notice is for market research only and is not a solicitation. No contract will be awarded based solely on responses to this notice.

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